Accountant I

Job Posting Title:

Accountant I

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Hiring Department:

Bureau of Economic Geology

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

This is for an in-person position with one day a week of remote work. The position is located at the J.J. Pickle Research Campus in North Austin.

Purpose

This position is in the Bureau of Economic Geology (BEG) located at the Pickle Research Campus, a department within the John A and Katherine G Jackson School of Geosciences. In this position, you will provide accounting services by processing a variety of invoices as well as account for procard transactions.  Accurate and timely processing is required as well as compliance with Bureau and UT policy and procedures.

Responsibilities

• Account for procard transactions promptly.  Obtain monthly receipts from Bureau purchasers to enter into Bureau Purchasing System’s payment section and DEFINE.  Determine the accounts, object codes, as well as a description of purchase.  Ensure that the transaction has all of the backup (such as receipts, travel approvals, ooefs, etc) needed to charge the account.  Request transfer of funds if necessary.  Obtain researcher and department approval.  Prepare correction documents when necessary. Ensure that the documents are approved before campus’s deadline.  Lastly, send approved documentation to the Image Retrieval System.

• Process a variety of vendor invoices (including subawards, Services Agreements, rental cars, fleet fuel, royalties) accurately and timely to ensure that all approvals can be obtained and the document can be paid within the later of thirty days of receipt of goods/services or invoice, even when they request corrections.  Obtain and review any approved agreements.  Reconcile vendor invoices to Bureau records and/or agreements.  Contact vendors and work directly with vendors and Bureau staff to resolve account discrepancies.  Perform any additional procedures required by UT for processing this document.  Obtain PI approval.  Obtain wire transfer information when necessary. Determine the account, object codes, dates, vendor information, etc. to enter into UT’s Accounting System, DEFINE, or wire transfer forms.  Request transfer of funds if necessary.  Obtain researcher and department Accounts Payable approval timely.  Send approved documentation to the Image Retrieval System for campus Accounts Payable or Wires’ approval.  Ensure that document is in the Image Retrieval System within the next day.  Send a rush request to campus Accounts Payable when necessary but should be an infrequent occurrence.  Be a backup for an Accounts Payable coworker who is out to the extent that you can based on your current workload.

• For subaward and service agreement payments, review new agreements and amendments to understand what compliance issues must be followed.  Document the important parts of the agreement.

• Enter tracking information promptly from invoice receipt to payment into Excel spreadsheets (for procards and for other invoices) to ensure timeliness and prevent duplications of payments.  Provide notes about the status when the process is stopped to show due diligence and as needed. Enter subaward information into a spreadsheet for each subaward to show the history of invoices received, payments made, as well as requirements for the subaward.

• Gain a better understanding of UT Accounting.

• Other duties as assigned.

Required Qualifications

Bachelor’s degree and one year of experience in accounts payable, accounting, purchasing, or working with contracts.  Strong organizational skills and a flexible work style.  Strong written and verbal communication skills.  Proficient in Microsoft Excel.  Ability to pay great attention to details.  Ability to work as part of a larger administrative team.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree and two years of experience in accounts payable or accounting.  Direct experience related to the essential functions of the position including accounting and/or reconciliation experience. Work experience at UT Austin and knowledge of UT business policies and procedures. Working knowledge of DEFINE, contracts and grants, and purchasing.  Experience performing complex administrative functions.  Knowledge of accounting policies and procedures.  Ability to work independently and to effecti